Source-to-pay that reconciles before it posts
Requisition → RFQ → quotation compare → purchase order → goods receipt → 3-way match, with a GR/IR accrual in the ledger the whole way. Part of the Cloud edition’s Purchases module.
Requisition to purchase order
A purchase requisition carries department, budget head, priority and required-by; submitting runs a budget check against that head and stamps the snapshot. Approve it, raise an RFQ to the invited vendors, record their quotations, then run the landed-cost comparison — goods + tax + freight − discount, ranked best-first with a weighted score — and award. The winning PO moves draft → pending approval → open → received, tracking Σ received ÷ Σ ordered as goods arrive.
Receive, inspect, match
A goods receipt runs against an approved PO or PO-less, capturing received / accepted / rejected per line; posting it raises the GR/IR accrual (Dr Goods in Transit / Cr GR/IR) so goods received but not yet invoiced sit in the books honestly. Incoming inspection records an accept/reject quantity, a verdict and a quality score, and rejections reduce the accepted quantity. The 3-way match then reconciles PO vs GRN vs bill inside a basis-point tolerance — any line that breaches makes the whole match an exception, which routes to a manager and never auto-posts. Settling a clean match reverses the accrual.
Know who you’re buying from
A procurement overlay on your vendor master — category, classification, lead time, credit limit, tax and TDS profile — with a stage-by-stage qualification lifecycle. The scorecard is deterministic: lot acceptance, rejection PPM and quality / delivery / price sub-scores (weighted 60/25/15 by default) roll into a 0–100 overall with an A–D grade and the drivers behind it. Alongside sit an SRM activity log, a scored supplier risk register, and a compliance dashboard watching certificate and licence expiry across the vendor base.
Spend you can defend
Spend Analysis pivots across six dimensions — vendor, category and branch read actual billed spend, department, project and cost centre read committed open-PO spend, and each group is labelled because the source differs. Every dimension gets a Pareto table, a top-10 chart and a concentration strip (top-1 %, top-5 %, HHI, rating). The dashboard adds S2P/P2P headline KPIs, current-month budget consumption and procurement ROI.
Advisors that show their arithmetic
Per product, the sourcing engine finds the cheapest vendor you have actually used and states what you would have saved buying everything there; a weighted vendor recommendation and a price trend sit next to it. All of it is computed offline from your own purchase history, so the numbers hold with AI switched off.
What’s included
- Purchase requisitions with a budget-head check & snapshot
- RFQs, vendor quotations & landed-cost comparison
- Rate, blanket, framework, AMC & annual contracts
- Purchase orders with live receipt-progress tracking
- Goods receipt posting a GR/IR clearing accrual
- Incoming quality inspection with per-line accept/reject
- 3-way match on a basis-point tolerance, exceptions to approval
- Payment requests: raise → submit → approve → settle
- Vendor management masters and supplier-relationship (SRM) records
- Purchase returns (debit notes) back to the vendor
- Deterministic vendor scorecards (0–100, grade A–D) & risk register
- Spend analysis across six dimensions with Pareto & HHI
- Import Bill of Entry — BCD → SWS → IGST, landed cost apportioned
Frequently asked
Is procurement a separate add-on?
No — it’s built into the Purchases module of the Cloud edition, so it’s there for any role granted purchase access. It’s not part of the offline desktop edition.
What happens when the vendor’s bill doesn’t match?
The 3-way match compares received quantity against billed quantity and PO rate against invoiced rate, each within its own basis-point tolerance. A breach marks the match an exception and stops there — a manager either overrides it or it stays open. Only a clean, settled match reverses the GR/IR accrual.
Can my vendors log in themselves?
Yes. You issue a vendor an access token from the Vendor Portal screen; they sign in with your company ID plus that token and get a scoped session of their own — RFQs to quote, POs to confirm, payment requests, settled payments and their scorecards. You can revoke the token at any time.
Does it handle imports?
Yes — an Import Bill of Entry captures the assessable (CIF) value and the Indian duty stack (BCD on assessable, SWS on BCD, IGST on the built-up value) computed live by a pure engine, then apportions the capitalizable landed total — everything except the recoverable IGST — across the goods receipt’s accepted lines.
What exactly is included in Procurement · Cloud edition?
purchase requisitions with a budget-head check & snapshot, rFQs, vendor quotations & landed-cost comparison, rate, blanket, framework, AMC & annual contracts, purchase orders with live receipt-progress tracking, goods receipt posting a GR/IR clearing accrual and incoming quality inspection with per-line accept/reject, and 7 more. Every item on that list is a working screen you can open in the trial rather than a capability described in the abstract.
How is procurement · cloud edition handled differently here?
It rests on requisition to purchase order, receive, inspect, match, know who you’re buying from, spend you can defend and advisors that show their arithmetic. The distinction that matters is that these are structural rather than cosmetic — the behaviour is built into how records are posted, not layered on as a report you have to remember to run.
Does Procurement · Cloud edition work offline?
On the Desktop edition, yes — completely. purchase requisitions with a budget-head check & snapshot and rFQs, vendor quotations & landed-cost comparison run against a local database on your own machine, so the screens behave the same with the network unplugged as with it connected. AI and billing are the only two things that reach out. On the Cloud edition procurement · cloud edition runs in the browser and needs a connection.
Does Procurement · Cloud edition post to the real books?
Yes, and that is the whole reason it lives in this product rather than beside it. What requisition to purchase order records lands in the same posted double-entry ledger the Trial Balance, P&L and GST returns are built from — so there is no second set of procurement · cloud edition numbers to reconcile against the first.
How does Procurement · Cloud edition affect my GST?
It feeds it directly rather than sitting alongside it. CGST/SGST and IGST are split from HSN or SAC and place of supply as each document is raised, so whatever procurement · cloud edition produces is already correct when GSTR-1, 3B and 2B reconciliation are drawn off the same books. The return matches the accounts because it was never a separate exercise.
Can I try Procurement · Cloud edition before committing?
Yes — 14 days, no card. Test procurement · cloud edition against your own masters and your own transactions rather than sample data: the questions worth answering here are about your business's edge cases, and a demo dataset is built not to have any.